PWS_2020_Leadership_Conference_v4.pdf

Performance Work Statement (PWS)

United States Marshals Service

2020 National Leadership Conference

Performance Work Statement (PWS)

United States Marshals Service 2020 National Leadership Conference

Vision Statement

Ensure the United States Marshals Service (USMS) mission success for the 2020 National Leadership

Conference.

1. Introduction

The Contractor shall provide all personnel, supervision, facilities, equipment, supplies, tools, materials

(including E-links/portals/flyers), other items, and non-personal services necessary for the conference space, as defined in this performance work statement (PWS), except for those items specified as government-furnished property and services. The Contractor shall perform to the standards in this contract.

1.1 Objective

The objective of this contract is to provide meeting rooms from Monday through Friday 0800 – 1700 daily for

250 participants:

General Session (also used as a breakout room) Classroom 250

Breakout 1 Classroom 50

Breakout 2 Classroom 50

Breakout 3 Classroom 50

Breakout 4 Classroom 50

Breakout 5 Classroom 50

Duration: Monday: 1300 – 1500 hrs (Room set-up and walk through)

Tuesday: 0700 – 1700 hrs (Beginning of conference and break-out room sessions)

Wednesday: 0700 – 1700 hrs (Continue conference and break-out room sessions)

Thursday: 0700 – 1700 hrs (Continue conference and break-out room sessions)

Friday: 0700 – 1000 hrs (Room break-down and exit facility)

1.2 Scope

The scope of the 2020 National Leadership Conference is to provide meeting space to accommodate the following:

Audio Visual (A/V) Laptop(s)/Computers & Other Equipment;

One location to include meeting spaces (defined in 1.1 Objective) and guest rooms at the government rate for 250;

Complimentary coffee, tea, and water refreshed twice daily in the meeting spaces (1.1 above); and a

E-link, portal, or flyer for guests to reserve USMS-contracted shuttle service between airport and hotel.

1.3 Period of Performance

The period of performance shall be from Monday – Friday for five (5) consecutive business days; excluding weeks Federal holidays. The Period of Performance needs to be within the following time period:

Date

13 January 2020 – 3 April 2020

Excluding the weeks of:

20 January 2020 and 17 February 2020

1.4 Monthly Billing Cycle

The monthly billing cycle will be as follows: The Contractor shall submit a final invoice to the USMS within 30 days after the event concludes. The invoice shall reference the contract line items and must be submitted to the COR for review before payment is made. Payment will be made according to the Prompt Payment Act.

Date Actions

25th Day of the Month Billing

1.6 Place of Performance

The work to be performed under this contract shall be at Contractor’s facility.

1.7 Type of contract

The USMS will award a Firm Fixed Price Contract.

1.8 Contracting Officer Representative (COR)

The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the

Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.9 Identification of Contractor Employees

All contract personnel shall wear a uniform and/or equivalent that identify the contractor personnel to avoid creating an impression in the minds of the members of the public that they are Government officials.

All contract personnel attending meetings, answering Government telephones, and working in other situations where their status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by the Contractor are suitably marked as Contractor products or that participation is appropriately disclosed.

Specifically for written communication, to include any and all memoranda, letters, e-mails, publications, abstracts, manuscripts, business cards, etc. the signature block will read Name, Title (Position), Contracting

Company, Address, Office Numbers, E-mail Address

1.10 Organizational Conflict of Interest

An offeror shall identify in its proposal, quote, bid, or any resulting contract, any potential or actual

Organizational and Consultant Conflicts of Interest (OCCI) as described in FAR Subpart 9.5. This includes actual or potential conflicts of interests of proposed subcontractors (subs). If an offeror identified in its proposal, quote, bid or any resulting contract, a potential or actual conflict of interests the offeror shall submit an Organizational and Consultant Conflicts of Interest Plan (OCCIP) to the CO. The OCCIP shall describe how the offeror addresses potential or actual conflicts of interest and identify how they will avoid, neutralize, or mitigate present or future conflicts of interest.

Offerors must consider whether their involvement and participation raises any OCCI issues, especially in the following areas when: providing systems engineering and technical direction, preparing specifications or work statements and/or objectives, providing evaluation services, and obtaining access to proprietary information.

If a prime or sub breaches any of the OCCI restrictions, or does not disclose or misrepresents any relevant facts concerning its conflict of interest, the Government may take appropriate action, including terminating the contract, in addition to any remedies that may be other permitted by the contract or operation of law.

Be aware that offeror’s that develop, write, advise, provide directions, consult on, serves as a sub on, or provided input into procurement strategy, specifications, requirements, performance work statement, and/or

RFQ’s for a proposed procurement could potentially be excluded from bidding or submitting a proposal to compete from the award of such procurement.

The offeror must include any individual employee who has an immediate family member that has developed, written, advised, provided directions, consulted on, served as a sub on, or provided input into procurement strategy, specifications, requirements, performance work statement, and/or RFP’s/IFB’s for a proposed procurement.

Immediate family members include grandparents, parents, in-law, sibling, spouse, child or grandchild, whether the family relationship exists by blood, adoption, or law.

The offeror shall require that all parties affiliated with its organization to regularly make full disclosure of any actual, potential, or perceived conflict of interest, and should describe the process and or timing for doing so to the Government.

2. General Requirements

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees.

It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) and Contracting Officer Representative (COR) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel as outlined in Policy 1.2, Code of Professional Responsibility.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between those contractors assigned to work in the USMS building and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion.

The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks

The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the

Contracting Officer (CO) or Contracting Officer Representative (COR).

2.5 Contractor Key Personnel, Disciplines, and Specialties

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. The staff shall be knowledgeable, experienced staff to ensure a successful ceremony and shall be working the duration of the event. The two key personnel are an Event Manager and an A/V Technician.

The Key personnel shall, at a minimum, be proficient in providing the following services:

Contractor Event Manager o Providing an E-link, portal, or flyer to reserve shuttle service between airport and hotel.

o Setting up seating (schoolroom/classroom-style) in one (1) general room for 250 participants.

o Setting up a stage in (1) general session room with on-stage seating for (5).

o Setting up seating (classroom/crescent-style) in (5) breakout rooms for 50 participants in each.

o Coffee, Tea, and water provided in all meeting rooms and refreshed twice daily.

o Setting up the following items on-stage in the general session room and in the front of each of the (5) break-out rooms:

Microphones.

Podiums.

Screens and/or white-boards visible by all participants.

Tables and/or narrow-desks.

Chairs.

Contractor A/V Technician

Setting up A/V equipment, to include projectors in the general room and in each of the five (5) breakout rooms.

Setting-up and syncing a sound system with the podium microphone to be clearly heard throughout the entire general session room.

The Key Personnel shall not be switched out without prior approval from the COR.

2.6 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at the Contractor’s event facility.

2.9 Special Qualifications

2.9.1 Physical Security

The Contractor shall be responsible for safeguarding all the USMS equipment, information and property provided for use. At the close of each work period, the USMS facilities, equipment, and materials shall be secured and accounted for.

3. Specific Tasks: The Contractor shall provide the specific tasks, to include but not limited to, tasks that are implied and inclusive of executing a successful 2020 conference.

3.1.1 Event Space to accommodate the following:

One (1) general session room to accommodate the following for 250 participants:

o One (1) stage to accommodate a podium, flags, and seating for 5.

o Audio/Visual (AV) equipment, set-up and staffed. (See section 3.1.2. below) o Set-up with schoolroom/classroom seating and narrow-tables/desks.

Five (5) breakout rooms to accommodate the following for approximately 50 participants in each:

o Audio/Visual (AV) equipment, set-up and staffed. (See section 3.1.2. below).

o Crescent-table set-up with seating for 6-8 per table to accommodate 50 total participants.

One (1) check-in area near general session room entry to accommodate chairs & rectangular tables.

Access to stage for personnel to comply with the American with Disabilities Act (ADA).

Approximately five (5) personnel to start room set-up/preparing on Monday.

A designated point of contact and address to ship and store items in advance to prep for the conference.

Designated space for USMS staff to prep and store conference materials.

3.1.2 Audio Visual (A/V), Lighting & Other Equipment

A/V Package in each room:

o LCD Projector Package (projector, projector screens) o Microphones

General session room

Two (2) wireless microphones

One (1) lapel microphone

(5) Breakout rooms

One (1) wireless microphone for each room

One (1) screen and/or whiteboard for each room

At no cost to the USMS, premium Wi/FI internet connection for participants.

USMS will require connection of government-furnished laptops to projectors.

3.1.3 Lodging/Guest Rooms

250 rooms for four (4) nights at the government rate.

8 rooms at the government rate for the starting Sunday of the week of the conferenced event.

The Criteria for the guestroom numbers and days of the week are as follows:

Sunday

Monday

Tuesday

Wednesday

Thursday

Deluxe Queen

Guestrooms 8 250 250 250 250

Room Rate1

Not to exceed current GSA rate, USMS requests discounted rate

Not to exceed current GSA rate, USMS requests discounted rate

Not to exceed current GSA rate, USMS requests discounted rate

Not to exceed current GSA rate, USMS requests discounted rate

Not to exceed current GSA rate, USMS requests discounted rate

Lodging rooms will be billed and paid individually to each government employees. The USMS reserves the right to cancel any of the sleeping rooms with no charge, with at least forty-eight (48) hours’ notice, provided to the hotel, should the requirements change. All rooms shall be individually booked by the traveler using a government-issued travel card or a centrally-billed travel card.

The Contractor shall provide, at no cost, a registration/hotel booking code for guests calling the hotel to secure the sleeping rooms not to exceed local area government rate.

3.1.4 Set-up and Tear-down

3.1.5 Other

Permission and access to hang and/or display USMS banners, posters, plants, and small exhibits.

Contractor shall provide an event POC to handle lighting, sound, and temperature settings in each meeting space.

Contractor represents and warrants that the contractor’s facilities, including services to be provided by the contractor to the USMS and its attendees pursuant to the terms of the contract at the dates herein set forth shall be of substantially the same condition and quality as currently exists as of the date of this contract.

o If contractor facility is not in substantially the same condition, the USMS shall deduct ten (10%) of the total price of the contract.

Force Majeure: Force Majeure is defined as government travel advisory due to terrorism or threats of terrorism, a government travel warning which prevents or delays at least twenty-five (25%) of the attendees and guests from appearing at the event, or other similar cause beyond the control of the parties which makes it illegal, impossible, or commercially impractical to hold the event or perform the services.

1 The USMS is part of the streamlined Sales and Use Tax Agreement and the Certificate of Exemption is attached.

o This contract may be terminated by either party without penalty for any one or more of such reasons by written notice from one party to the other for Force Majeure.

Date Change/Cancellation: The USMS shall notify the contractor no later than forty-eight (48) hours from the beginning of the period of performance.

o USMS Event Cancellation: All USMS personnel who reserved hotel rooms shall be able to cancel their reservation within twenty-four (24) hours of their travel with, but not limited to, NO penalties, late fees, etc. If USMS personnel do not meet then 24 hour cancellation period, then all commercial practices apply for room rate charges.

o Government Shut Down – If there is a government shutdown, the government shall either cancel the event with zero penalty fees or identify a new date once the CR has been lifted (see

USMS Date Change).

o USMS Date Change: The contractor shall change the period of performance at no cost to the

USMS. All USMS personnel who reserved hotel rooms shall be able to change their reservation within twenty-four (24) hours of their travel with, but not limited to NO penalties, late fees, etc. If

USMS personnel do not meet their 24 hour date change period, then all commercial practices apply for room rate changes.

Contractor Reverse Attrition/Cancellation. In the event of a Contractor forced cancellation, the contractor must pay all costs of relocation and provide, at no cost to the USMS, a relocation team to transfer all tasks in this PWS to the new facility. If the Contractor cancels, then the USMS shall deduct

50% of the price of this contract.

o If the Contractor cannot meet 40% of the USMS room block, the then Contractor agrees to the terms of the reverse attrition/cancellation.

4. Special Requirements

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

Based upon the fact that the conference is for USMS personnel, the contractor and any sub-contractor(s) must be aware that USMS personnel may show up at the contractor’s facility with concealed weapons. The USMS attendees shall not be required to lock up their weapons and will follow the USMS policy.

4.2.2 Post Award Conference/Periodic Progress Meetings

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the

Contractor's performance. At these meetings the CO and/or COR will apprise the Contractor of how the

Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

4.2.3 Fees/Commission/Taxes

The USMS shall not pay fees, commissions, taxes, penalties, or liquidated damages, if any, and shall exclude service charges, surcharges, commission, and rebates as well as state and local sales tax, unless required by law.

4.3 Government Furnished Items and Services

4.3.1 Services

The USMS will provide the Contractor a liaison with the USMS to assist with the details of the conference for the duration of the contract and for any/all modifications.

4.3.2 Equipment

The Government shall provide the materials being presented throughout the conference.

4.4 Contractor Furnished Items and Responsibilities

4.4. 1 Materials

The Contractor shall provide, if not provided by the USMS as outlined in this PWS section 3, Government furnished equipment, furnish materials supplies, and equipment necessary to meet the requirements in this

PWS, at no cost to the USMS, specifically water/water bottles for the speakers, coffee, tea, and water in the meeting space for the attendees.

4.4.2 Facilities

The Contractor shall provide classroom style seating (refer to 3.1.1).

4.4.3 Equipment

The Contractor shall provide all necessary equipment for the Contractor’s use in performance of tasks outline in this PWS.

5. Deliverables

The contractor shall provide deliverables. Deliverables shall be specified by the government.

Deliverables Frequency # of Copies Medium/Format Submit to

Hotel with conference rooms located within 400 meters of the San Antonio River Walk.

As requested One (1) Hotel/conference space

COR

Photographs of all proposed meeting rooms, facilities, and sleeping rooms.

As requested One (1) Electronic COR

Pamphlets of nearby restaurants, transportation options, menus, fitness facilities.

As requested Two Hundred Fifty (250)

Electronic COR

Information on nearby sports, music, and entertainment options.

As requested One (1) Electronic COR

Deliverables Frequency # of Copies Medium/Format Submit to

Maps showing approximate distances from lodging rooms to meeting rooms.

As requested One (1) Electronic COR

Maps showing approximate meeting room dimensions, exit-door locations (including fire doors), restrooms, drinking fountains, and accessibility routes.

As requested One (1) Electronic COR

A “walking plan” that shows how far to walk from the meeting rooms to the lodging rooms.

As requested One (1) Electronic COR

6. Related Documents

6.1 Definitions

6.1.1. Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

6.1.2. Contracting Officer: A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the government.

6.1.3. Contracting Officer’s Representative: An employee of the U.S. Government appointed by the

CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

This individual does NOT have authority to change the terms and conditions of the contract.

6.1.4. Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

6.1.5. Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

6.1.6. Key Personnel: Personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

6.1.7. Physical Security: Actions that prevent the loss or damage of Government property.

6.1.8. Quality Assurance: The government procedures to verify that services being performed by the

Contractor are performed according to acceptable standards.

6.1.9. Quality Assurance Surveillance Plan: An organized written document specifying the surveillance methodology to be used for surveillance of performance.

6.1.10. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

6.1.11. Sub: One that enters into a contract with a prime. The Government does not have privity of contract with the sub.

6.1.12. Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

6.1.12. Work Week: Monday through Friday, unless otherwise specified.

6.2. Acronyms:

CFR Code of Federal Regulations CO Contracting Officer COOP Continuity of Operation Plan COR Contracting Officer Representative DOJ Department of Justice FAR Federal Acquisition Regulation FOUO For Official Use Only FSD Financial Services Division IT Information Technology ITD Information Technology Division JAR Justice Acquisition Regulation JMD Justice Management Division LOU Limited Official Use OCCI Organizational Conflict of Interest OPM Office of Personnel Management POC Point of Contact PWS Performance Work Statement UFMS Unified Financial Management System USCIS U.S. Citizenship and Immigration Services USMS United States Marshals Service